Fleet Charge Card Services

The vendor is required to provide a web-based fleet charge card data management and reporting system
- Service shall:
A. Account Administration shall allow the Program Administrator(s) to:
i. Setup new accounts online – including ordering and registering cards, establishing User IDs and password. 
ii. Establish roles, access, and authority levels for all user types (i.e. managers, approvers, cardholders) within the Purchasing Entity.
iii. Update all cardholder and vehicle information online.
iv. Order and issue replacement cards online.
v. Program Administrators and Cardholders to access statements online.
vi. Program Administrator and Cardholder to check status of cards and view account information including but not limited to:
   1. balances
   2. limits
   3. charges
   4. delinked transactions
   5. spend history
vii. Set/change/reset Driver PIN online and in real time for each driver and/or vehicle.
viii. Edit User ID, role and authority level online.
ix. Activate, deactivate, suspend, and terminate cards online.
x. Add, edit or remove security features (temporary or permanent) in real time at the card account level including, but not limited to:
   1. dollar per transaction limit
   2. maximum daily/weekly/monthly spend
   3. transactions per day/week/month limit
   4. pay at pump only
   5. tank capacity limit
   6. type of fuel, by individual vehicle
xi. Assign card (with an identifying PIN or VIN number) to a driver, vehicle, department, etc. as determined by the Program Administrator.
B. Data Collection and Management
   i. Capture and display transaction data at the following minimum levels:
   1. Cardholder
   2. Approving official
   3. Entity office or unit
   4. Account/billing
ii. Allow cardholder to input vehicle mileage at the point of sale
iii. Post transactions within twenty-four (24) to forty-eight (48) hours
C. Reporting
i. Ability to create reports that include detailed transaction data including but not limited to:
   1. User
   2. Vehicle
   3. Mileage
   4. Total Transaction cost
   5. Time and Location
ii. Have the ability to extract/download data and create reports on demand.
D. Customer Service
i. Provide a minimum of one (1) designated Relationship Manager that is assigned to the County.
E. Training
i. Provide web base System User Guides
ii. Provide ongoing training as needed.
F. Fraud Protection
i. Provide a daily (at a minimum) fraud and declined transaction report.
ii. Provide external fraud protection coverage for the following types of occurrences including, but not limited to:
   1. lost/stolen cards
   2. counterfeit cards
   3. skimmed cards 
   4.  unauthorized internet transactions
   5. merchant disputes
G. Card Acceptance
i.  Provide cards universally accepted by fuel retailers.
ii. Accepted by fuel retailers in Washington, Oregon, Idaho and California.
H. The County desires the proposer to provide:
i. Rebate program
I. The County will provide:
i. Points of contact for the administration of the account.
- Contract Period/Term: 2years
- Questions/Inquires Deadline: March 04, 2026